FTE headcount calculator
Ana on 40 hours, Ben on 20 and Cara on 30 add up to 2.25 full-time equivalents against a 40-hour week, not three. Each person's share is listed by name so budgets and rosters agree. Free in your browser.
- Free
- Runs in your browser
- No sign-up
- Your data stays on your device
Run — free
Headcount alone hides how much labor you actually buy when part-time, reduced-hours, and full-time people sit on the same roster. Finance and HR teams need a single full-time-equivalent number that weights each person by scheduled weekly hours against a standard full-time week—commonly forty hours, sometimes thirty-five or thirty-seven and a half depending on region and policy. This FTE headcount calculator accepts every staff row with weekly hours, divides each by your standard full-time week, and sums the fractions so budget models, org charts, and headcount reports speak the same language. Controllers use it when a mix of twenty-hour and forty-hour roles must become one FTE line. Operations leads use it before approving another hire against an FTE cap.
How weekly hours become full-time equivalent headcount
Full-time equivalent is the classic labor metric that converts mixed schedules into a single headcount-like total. For each person you provide scheduled weekly work hours—the contracted or rostered hours for a typical week, not overtime exceptions or one-off absences unless you deliberately model them that way. The engine divides those weekly hours by the standard full-time week you choose, defaulting to forty hours when you omit the field.
A person on forty hours contributes one FTE against a forty-hour standard; a person on twenty hours contributes zero point five; a person on thirty hours contributes zero point seven five. The calculator does not invent benefits eligibility rules, overtime multipliers, or pro-rated salary formulas; it trusts the hours and standard you enter so finance and HR can debate policy outside the arithmetic.
Where an FTE headcount calculator earns its keep
Finance controllers open an FTE headcount calculator when a department presents six names against a five-FTE budget and the real question is scheduled hours, not badge counts. HR business partners convert mixed part-time and full-time rosters into total FTE before headcount freezes, restructuring plans, or shared-service chargebacks. Retail and healthcare operations teams model store or ward coverage by entering each shift-based weekly hours figure against a site-specific full-time week.
Failed validation does not consume balance.
What you can do with it
Budget vs mixed-schedule roster
Controllers enter each person with weekly hours against a forty-hour standard to see whether six names still fit inside a five-FTE budget line.
HR headcount freeze and restructure
HR partners convert part-time and full-time staff into total FTE before freezes, shared-service chargebacks, or org redesign proposals.
Store or ward coverage planning
Operations leads sum FTE from shift weekly hours so coverage plans match labor budgets without counting every badge as one full-time role.
FAQ
What is the default full-time week?
Override it with 35, 37.5, or another positive value up to 168 when your policy uses a different full-time week.
Can weekly hours be zero?
Yes. Zero weekly hours contributes 0 FTE, which is useful for modeling unpaid leave or a vacant but listed slot without removing the row.
How do I calculate FTE for part-time staff?
Divide each person's scheduled weekly hours by the full-time week and add the results. Against 40 hours, someone on 20 hours counts as 0.5 FTE and someone on 30 hours as 0.75, so Ana, Ben and Cara total 2.25.
Can I use a 35 or 37.5 hour full-time week?
Yes. Set the full-time week your region or policy uses, such as 35, 37.5 or 40 hours. Any positive number up to 168 works, and every person's share is recalculated against it.
Why is headcount different from total FTE?
Headcount is the number of people on the list, while FTE weights each person by scheduled hours. Ana, Ben and Cara are three people but only 2.25 FTE, and that gap is what matters against a budget cap.
Related tools
For developers — API access
Everything on this page is available programmatically. This section is for teams who want to wire it into their own systems; everyone else can just use the tool above.
API endpoint
Prefer to automate it? One authenticated POST creates the task; the result comes back by webhook or a signed link. The same capability also runs here on the web, by email and from Telegram — and soon from our app too.
Call it from your stack
curl -X POST https://api.kit.forhosting.com/biz/fte-headcount \
-H "Authorization: Bearer $KIT_KEY" \
-H "Content-Type: application/json" \
-d '{"staff":[{"name":"Ana","weekly_hours":40},{"name":"Ben","weekly_hours":20},{"name":"Cara","weekly_hours":30}]}'const res = await fetch("https://api.kit.forhosting.com/biz/fte-headcount", {
method: "POST",
headers: {
"Authorization": `Bearer ${process.env.KIT_KEY}`,
"Content-Type": "application/json"
},
body: JSON.stringify({
"staff": [
{
"name": "Ana",
"weekly_hours": 40
},
{
"name": "Ben",
"weekly_hours": 20
},
{
"name": "Cara",
"weekly_hours": 30
}
]
})
});
const { task_id } = await res.json();import os, requests
res = requests.post(
"https://api.kit.forhosting.com/biz/fte-headcount",
headers={"Authorization": f"Bearer {os.environ['KIT_KEY']}"},
json={
"staff": [
{
"name": "Ana",
"weekly_hours": 40
},
{
"name": "Ben",
"weekly_hours": 20
},
{
"name": "Cara",
"weekly_hours": 30
}
]
},
)
task_id = res.json()["task_id"]<?php
$res = file_get_contents("https://api.kit.forhosting.com/biz/fte-headcount", false, stream_context_create([
"http" => [
"method" => "POST",
"header" => "Authorization: Bearer " . getenv("KIT_KEY") . "\r\nContent-Type: application/json",
"content" => '{"staff":[{"name":"Ana","weekly_hours":40},{"name":"Ben","weekly_hours":20},{"name":"Cara","weekly_hours":30}]}',
],
]));
$task = json_decode($res, true);body := bytes.NewBufferString(`{"staff":[{"name":"Ana","weekly_hours":40},{"name":"Ben","weekly_hours":20},{"name":"Cara","weekly_hours":30}]}`)
req, _ := http.NewRequest("POST", "https://api.kit.forhosting.com/biz/fte-headcount", body)
req.Header.Set("Authorization", "Bearer "+os.Getenv("KIT_KEY"))
req.Header.Set("Content-Type", "application/json")
res, _ := http.DefaultClient.Do(req)Example request
{
"staff": [
{
"name": "Ana",
"weekly_hours": 40
},
{
"name": "Ben",
"weekly_hours": 20
},
{
"name": "Cara",
"weekly_hours": 30
}
]
}Example response
{
"task_id": "tsk_a1b2c3d4e5f6a1b2c3d4e5f6",
"type": "biz.fte_headcount",
"status": "queued",
"_links": {
"result": "/tasks/tsk_…/result"
}
}The API is asynchronous: the call returns a task_id immediately and the result arrives by webhook. Polling is capped at 1 req/s per task.
Pricing
Published price — no tokens, no invented credits. A failed task is never charged.
Errors
| HTTP | Code | Meaning |
|---|---|---|
401 | unauthorized | Missing or invalid API key. |
402 | insufficient_balance | Your balance doesn't cover the task price. |
404 | unknown_type | That task type doesn't exist. |
429 | rate_limited | Too many requests. Use the webhook instead of polling. |
Technical notes
How weekly hours become full-time equivalent headcount
Total FTE is the sum of every individual FTE, while staff_count remains the raw number of people on the list and total_weekly_hours is the sum of scheduled hours before division. That split matters: six people can be six headcount but only four point five FTE when half of them work half time.
Input contract, response fields, and validation errors
An optional name string labels the person in the breakdown for payroll notes, PDF exports, or org-chart sidebars. Optional name is included on a row only when you supplied it; omitted optional fields never appear as null. POST a JSON body with one required array and two optional knobs. staff must be a non-empty list of one to one hundred objects. Each object requires weekly_hours as a finite number from zero through one hundred sixty-eight inclusive so a row can represent leave at zero hours without padding the roster past a real week length. Aliases people, employees, team, and roster are accepted for the array so form builders can keep familiar field names. standard_hours is an optional positive finite number up to one hundred sixty-eight that sets the full-time denominator; the default is forty, and aliases include full_time_hours, fte_hours, baseline_hours, and fulltime_week. decimals is an optional integer from zero to six that controls half-up rounding of FTE and hour fields; the default is four so partial FTE values stay precise enough for budget lines. On success the body returns staff_count, standard_hours, total_weekly_hours, total_fte, a staff array echoing each row with fte equal to weekly_hours divided by standard_hours, and a formula string restating the identities. Missing staff, a non-array value, an empty list, more than one hundred rows, missing weekly_hours, non-finite numbers, negative hours, hours above one hundred sixty-eight, non-positive standard_hours, or decimals outside zero through six fail with invalid_input naming the problem. Those validation failures are not billed. Pair total_fte with your own cost model if you need dollar burn; this endpoint returns FTE and hour aggregates only.
Where an FTE headcount calculator earns its keep
Content sites that rank for FTE headcount calculator benefit from a live tool that needs no signup for one-off checks while automation clients pay the published $0.002 base price per successful call with no model tokens and no outbound network.
Technical questions
How is FTE calculated from weekly hours?
Each person’s FTE equals weekly_hours divided by standard_hours (default 40). total_fte is the sum of every individual FTE; staff_count is the number of people on the list.
What is the difference between staff_count and total_fte?
staff_count is raw headcount (how many people). total_fte weights each person by hours so two half-time people count as about 1.0 FTE, not 2.0.
What does the FTE headcount calculator cost?
The browser tool is free. API requests use prepaid KIT balance at $0.002 per successful call; invalid input is not billed.